DESIGN AND SUPERVISION OF THE IMPLEMENTATION OF SOLAR PUMPING WORKS IN LEBANON

1. BACKGROUND

Solidarités International (SI) is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, SI takes charge of emergency and reconstruction programs. Solidarités International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and Caribbean where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

In Lebanon, since 2013, SI has been intervening as WASH actor in North and in Akkar and Bekaa since 2016 to support the response to the Syrian crisis affecting the country.

Solidarités International (SI) is an International NGO working with vulnerable populations, mainly victims of armed conflicts and natural disasters. Specialized for nearly 40 years in the coverage of vital needs, SI takes charge of emergency and reconstruction programs. Solidarités International's teams, made up of around 270 expatriates and nearly 2200 local employees, are today present in 18 countries in Asia, Middle East, Africa and Caribbean where they are particularly committed to fighting diseases related to unsafe water but also in the essential area of food security and livelihoods.

In Lebanon, since 2013, SI has been intervening as WASH actor in North and in Akkar and Bekaa since 2016 to support the response to the Syrian crisis affecting the country.

Following consultations and discussions with the Bekaa Water Establishment (BWE) and North Water Establishment on requirements to improve the water supply to vulnerable communities, Solidarités International with the support of OCHA through the Lebanon Humanitarian Fund (LHF), will install a solar water pumping system in the pump stations located in Britel and Douris in Baalbek (Bekaa), and in Amaret El Baykat, Mounse and Qinieh in Akkar.

2. Purpose

To determine the feasibility for installation of the Solar panel solutions to generate power by Solar Photovoltaic (SPV) systems, preparation of the design, technical specifications, and supervision and testing of the implemented system.

The solar pumping system to be installed consists of solar panels with all Accessories, steel structure, required electronic equipment to power the existing water pumping system, protection and online monitoring system and fence. The PV panels will produce energy that will be directly used to power the pump without a battery storage. PV panels will produce DC power, the conversion of DC to AC current will be done via a variable speed drive inverter.

The systems will be implemented in two lots, in the following areas:

First Lot: Baalbek District Projects

Britel Station:

Britel station provides water for all Britel with around 30000 individuals . This station is owned by BWE (Bekaa water establishment) and relying on EDL (Electricite Du Liban) and generator.

Water system consists of one protected borehole with submersible pump with the following estimated information (150 HP motor, 125 HP pump, 250 m head and provides about 90 m3 /h), this pump is supplying water to tank (capacity 3000 m3 ) where water is distributed by gravity to the water networks which distribute water to end-users.

Site details:

• Water station location : Britel village (Latitude : 33.9323080, Longitude : 36.1655100)
• Owner of the station: BWE (Bekaa water establishment).
• Implementation site (PV): nearby land- Distance from the station: 20 m.

Douris Station

Douris borehole was drilled recently (2022) and will be equipped by GVC in cooperation with the municipality and BWE ,the borehole will provides water for Douris  with around 6000 individuals. This station will be owned by BWE (Bekaa water establishment) and relying on EDL (Electricite Du Liban).

Water system consists of one drilled borehole will be equipped with submersible pump with the following estimated information (190 HP, 340 m head and provides 90 m3 /h), this pump will supply water to tank (capacity 1500 m3) where water is distributed by gravity to the water networks which distribute water to end-users.

Site details:

• Water station location: Douris village: (Latitude: 33.966674, Longitude: 36.223900)
• Owner of the station: BWE (Bekaa water establishment). 
• Implementation site (PV): nearby land (Public Garden)- Distance from the station: 150 m.

Second Lot: Akkar Projects

Amaret El Baykat

Amaret El Baykat station provides water for Amaret El Baykat, Qoshloq and Wadi El Hor Villages with around 5365 individuals . This station is owned by NLWE (North Lebanon Water Establishment) and relying on EDL (Electricite Du Liban) and generator.

Water system consists of one protected borehole with submersible pump with the following estimated information (75 HP pump and provides about 28 m3 /h), this pump is supplying water to tank where water is distributed by gravity to the water networks which distribute water to end-users.

Site details:

• Water station location : Amaret El Baykat village (Latitude : 34.602305, Longitude : 36.163866)
• Owner of the station: NLWE (North Lebanon Water Establishment).
• Implementation site (PV): nearby land- Distance from the station: 20 m.

Mounse

Mounse station provides water for Mounse and Nsoub Villages with around 2900 individuals . This station is owned by NLWE (North Lebanon Water Establishment) and relying on EDL (Electricite Du Liban).

Water system consists of one protected borehole with submersible pump with the following estimated information (60 HP pump and has two booster pumps of 45 KW and 55 KW), this pump is supplying water to tank where water is distributed by booster pumps to the water networks which distribute water to end-users.

Site details:

• Water station location : Mounse village (Latitude : 34.60122, Longitude : 36.386027)
• Owner of the station: NLWE (North Lebanon Water Establishment).
• Implementation site (PV): nearby land- Distance from the station: 10 m.

Qinieh

Qinieh station provides water for Qinieh Village with around 3500 individuals . This station is owned by NLWE (North Lebanon Water Establishment) and relying on EDL (Electricite Du Liban).

Water system consists of one protected borehole with submersible pump with the following estimated information (40 HP pump and provides about 22 m3 /h), this pump is supplying water to tank where water is distributed by gravity to the water networks which distribute water to end-users.

Site details:

• Water station location : Qinieh village (Latitude : 34.584537, Longitude : 36.363152)
• Owner of the station: NLWE (North Lebanon Water Establishment).
• Implementation site (PV): nearby land- Distance from the station: 10 m.

3. Scope

The scope of the consultant firm’s services includes:

• Provide a technical and financial assessment of solar PV installations including simulation, testing and measuring and reporting (assessment report), including the assessment of any potential alternatives with related cost effectiveness evaluation.
• Prepare technical specifications, calculation notes (full design drawings and documents) and tender documents following Solidarites International procurement Procedures.
• Prepare workplan with time frame where all deliverables are mentioned with their delivery dates.
• Assist in the preparation of the Tendering Documents, notably the ToR of the works, BoQ and operational methodologies.
• Supervise completion and acceptance/commissioning of the solar PV system with all the related structural and civil works.
• Final report including the information on Supervision and Certification of the works completed.
• Provide one training consisting of two sessions for BWE and NLWE each station operators and the local committee on the operation of the system and its required maintenance.
• Provide follow up on the project performance for 3 months after the completion, follow up includes 3 site visits and 3 monthly reports submitted by the end of each month.
• Develop an operation monitoring plan of the systems to be used after the implementation, according to BWE and/or NLWE requirements.
• Support SI during the opening of tender documents (selection of contractor to implement the work) Checking the items, materials, work methodology and support SI in the technical and financial evaluation for the bidders (upon request from SI)
• Conduct discussions and consultations with the Water Establishment, municipalities, partner organizations and other relevant stakeholders and review all existing documents, data, and information relevant to the Project in full coordination with Solidarites International.
• Collect information and mapping out the different components of the water systems
• Assess the condition of the existing components in the pumping station.
• Define the works that need to be completed to ensure functioning the system properly, considering cost efficiency

The consultant is expected to perform at minimum the following tasks:

3.1 Assessment to determine the technical and financial feasibility for installation of the Solar panel solutions to generate power by Solar Photovoltaic (SPV) systems

The consultant should Propose the Optimal Solar panel solution specifying the Total Costs Investment, optimal sizing of the Solar PV Capacity, Energy Production Capacity, Renewable Fraction, Grid usage, Annual Monetary Savings, payback period, considering the bellow listed factors:

• The availability of sunlight throughout the year and the area available of the land (that should be assessed through a topographical survey) to calculate the power that can be generated and inform the steel structure design exercise.
• The orientation of the land towards the sun, considering the exposure towards the south for the panels.
• The angle facing south for placing the panels that receive the maximum possible sunlight.
• Local regulations pertaining to solar PV.
• Checking if the installed pumps are VFD compatible and propose the needed precautions in the design (once needed).
• The consultant is expected to design the system according to the emergency water needs as defined by the donor and Solidarites International.

3.2 Prepare technical specifications and tender documents of the solar PV system, including bill of quantities, calculation and drawings (soft and hard copies) notes

The technical specifications should include description of individual actions and unit’s measures (bill of quantities and costs estimates; (specifications should not indicate brands or names).

The technical specifications should include details as follows, but not limited to:

• Solar Photovoltaic Modules
• Specification of the International Electro technical Commission (IEC) qualification test of the PV, requirements for construction, testing and safety.
• Adequate protective devices against surges at the PV module.
• Qualification of the module frames.
• Tolerance rate of output power of any supplied module.
• Variation of the peak-power point voltage and the peak-power point current of any supplied module and/or any module string.
• Junction box for module, such as terminal connection, type, arrangement, lid, cable gland entry points, etc.
• I-V (current-voltage characteristic) curves at STC (Standard Test Conditions).
• Design and technical specifications for the steel structures.
• Design and technical specifications for the civil works and fence work.
• Design and technical specification for all needed electrical works, including lightning protection and earthing.
• Design and technical specifications of anti-theft and an online control and monitoring system.

3.3 Supervise completion and acceptance/commissioning of the PV implementation contract

The consultant is expected to provide technical assistance in the form of site supervision and contract administration during the construction period of the assigned supervision contract; this shall include the following but not limited to:

• Supervise a PV implementation works.
• Prepares the site reports.
• Monitoring construction progress to ensure compliance with the agreed construction schedules and proposing measures to expedite implementation.
• Evaluate on the completion and testing of the project, confirming its compliance with the approved design. In case of any changes of the initial design, justification of the differences and evaluation of consequences in terms of compliance of the project with the eligibility criteria of the Facility. Before issuing the Handing-Over Certificate the Consultants will enforce any obligation placed on the Contractor to remove from that part of the Site to which the Certificate relates all obstructions, surplus materials, plant, wreckage, rubbish, and Temporary works. Upon completion of the whole of the works the Consultant will require the Contractor to remove all plant, equipment, and materials except those required to complete any outstanding or remedial works and facilities required by the Consultants during the Defects Notification Period. The Consultant shall prepare the final inspection and acceptance meeting, thereafter, prepare the Performance Certificate with the approval of BWE and/or NLWE (with guiding and support from SI team) and submit after the expiry date of the Defects Notification Period, to the Water Establishments.
• Assigning a delegate to attend and actively participate in the meetings, where follow up, approvals, and review of contractors’ submittals should be undertaken by the consultant’s representative.
• Assigning a delegate to attend bilateral meetings with stakeholders, to review, approve and sign off contractor’s submittals and other coordination requirements
• Identifying potential problem areas and obstacles that may affect the works and progress, and recommending appropriate actions
• Tentative schedule as follow : 1-2 field visits before the designing, 12-14 days for designing ,  1- 2 visits for the site visits with the contractors ,3 field visits to monitor the implementation (1 inspection visit for the civil works , 1 inspection for the complete solar system to be compatible with the approved submitted documents and drawings)  and 1 final visit for the capacity building and handover of the system , 3 field visits to monitor the functionality of the system after completion the work (monthly visits).
• SI Engineer will support the weekly field visits and inspection in coordination with the consultant. 
• Being available and represented on the site during critical times of implementation (milestones), and this should not exclude weekends and holidays (Upon request from SI team).
• Approving the materials supplied by the Contractor, based on the specifications
• Approving the as-built drawings prepared by the Contractor during construction
• Approving the operation and maintenance manuals prepared by the Contractor during construction
• Supervising the commissioning of the works and handover to the Water Establishments.
• Signing off provisional and final taking-over certificates and preparing contract closure
• Preparing Bi-monthly or monthly progress reports to be submitted at the beginning of each subsequent month, in addition to a completion report at the end of the project
• Any other works deemed necessary

4. Deliverables

Upon completion of all the inspection, surveys, studies, and design, the Consultant shall prepare a report which includes all the results of the inspections and the studies that were performed, with an analysis of the results and a study of their impact on the system. Additionally, the consultant shall provide the following:

Preliminary design report:

The Consultant should submit the preliminary design report (including simulation reports) 1 week following the signature of the contract. The report should include the different proposed alternatives, in addition to a preliminary cost estimate of the proposed works

Design and tender documents:

The Consultant is expected to submit the draft design (including detailed drawings, report, and calculation notes) and draft tender documents (including conditions of contract, general and particular specifications, BOQ, cost estimate, etc) within 1 week after receiving approval on the preliminary design works. After receiving feedback (if there are comments), the Consultant is expected to submit the final design and tender documents within 1 week in two (2) hardcopies and one (1) electronic copy. The outcomes of all the steps mentioned in the Design Phase and the Tender Phase should be incorporated in the draft and final design and tender documents with the following:

• The detailed design of the items including design drawings for the solar system, as well as electromechanical and civil works.
• The preparation of the complete technical specifications including the details of all materials and execution works, as well as the details for procuring and installing the equipment needed for the works.
• The consultant shall estimate the work quantity for each of the project components according to the most suitable work breakdown structure to allow the prospective bidder (Contractor) to determine a competitive unit price and estimate of the total construction cost. The consultant should also prepare a cost estimate.
• Other documents include, project summary, bid selection criteria for contractors, invitation to bid, instruction to bidders, draft contract including terms and conditions, minimum performance standards and technical specifications, any technical recommendation and conclusion, bidding forms
• Any other works deemed necessary, upon mutual agreement.

Monthly reports:

The consultant is expected to provide monthly reports, highlighting the progress, the accrued construction costs, and any delays or challenges faced during the different phases of implementation

Completion report:

To be submitted within one week from the hand over to the Water Establishment. This report shall be submitted, after the completion of the construction and supervision works, describing in detail the final taking-over and the time of issuing the completion certificate. The other chapters of this report will be documenting all aspects of the administrative closure and project completion. All monthly progress reports should be appended to the completion report and should be submitted in two (2) hardcopies and one (1) electronic copy. The outcomes of all the steps mentioned in the Supervision Phase should be incorporated in the completion report.

5. Application process

5.1       Proposition to submit

Based on all information detailed above and its own expertise, the Consultant is expected to share a detailed proposal defining the design that should be considered to ensure reaching the project objective and related output. The Consultant will be able to submit a bid for one or both Lots.

The following elements will have to be included within the Partner’s proposal:

• Priced BoQ
• Company Profile
• Project Schedule

5.2       Partner’s profile required

a.            Legally registered

Certificate of registration at the Ministry of Finance and VAT.

b.            Professional experience required

For this proposition, SI will consider Consultants being active in Lebanon, more specifically with the Ministry of Energy and Water and the Water Establishments and having experience in Solar System implementation (Design and supervision). Previous Experience to be submitted.

List of previous projects designed including project name, location and sizing of the PV System, duration, and date of the implementation in addition to work completion certificates and references.

c.            Partner’s staff profile

Staff of the Consultant will have to have a related background and sufficient experience in solar system design, to ensure efficiently all aspects of the Consultant’s design. Curriculum Vitae and portfolio (including the Names and CVs of key personnel proposed for the implementation of the consultancy) to be submitted. The consultant must ensure that the staff proposed within the bidding dossiers are the same that will be implementing the project.

For any question or request for clarification, please send an email

to: callfortender@solidarites-liban.org     

with the following subject:

CONSULTANCY:  DESIGN AND SUPERVISION OF THE IMPLEMENTATION OF SOLAR PUMPING WORKS IN LEBANON

Deadline for submitting a proposal is Monday January 10, 2023,